Facilities Assistant, Fixed Term

Academyart; San Francisco (CA); On-site; USD 27,000 - 32,000; Part time

Benefits offered by this job

401k options

Paid sick leave

Commuter benefit program

Job summary

The temporary Facilities Assistant at Academy of Art University supports Business Operations in daily tasks, on-site at 79 New Montgomery, San Francisco. This part-time role follows a Monday/Wednesday/Friday schedule, handling admin tasks, invoice management and site walkthroughs.

The ideal candidate has at least one year in an office setting, strong communication, and proficiency with Adobe Suite, MS Office and a MacBook, with the ability to work independently in a deadline-driven environment.

Qualifications

• Proficiency with Adobe Suite, MS Office, and MacBook preferred with the ability to learn new programs quickly.
• At least one year of experience in an office setting.
• Passionate about student success and higher education.
• Excellent written and telephone communication skills.
• Excellent time management and organizational skills.
• Able to thrive in a dynamic and deadline-driven environment.
• The ability to work independently

Responsibilities

• Answer incoming phone calls, taking messages, checking voicemails and directing callers to the appropriate person or department.
• Schedule vendor, emergency vendor, contractor and other services appointments as needed.
• Liaise and facilitate communication between Business Operations and other organization departments.
• Initiate and track service calls, emails and work orders as they pertain to business needs.
• Prepare invoices for department leadership review—review for accuracy, log, code, print/email, file and monitor.
• Research and collect pricing information from various vendors or retailers for products and services as directed.
• Maintain and monitor department calendars.
• Collect and distribute mail.
• Print, prepare and maintain department records, matrices, contacts and other documents as requested.
• Assist with preparing academic and housing building facility checks at each semester start.
• Work with Academic Administration, General Administration and Housing to ensure cleanliness and functionality of all campus buildings and facilities.
• Preparing and posting of permits, certificates, notices and other relevant signage with buildings as requested.
• Assist with walkthroughs and/or meet with inspectors at Academy buildings throughout the year as needed to ensure safety and compliance requirements are being maintained.
• Conduct building observation reporting of the Academic and Housing facilities as requested by department leadership.
• Maintain the Office Catalog in collaboration with HR and General Administration.
• Assist with special projects as needed.

Skills

Communication skills

Time management

Organizational skills

Independent work

Office experience

Tools

Adobe Suite

MS Office

MacBook

Job description

Driven. Engaging. Innovative. Do these words motivate you? If so, then we want to talk with you.

Academy of Art University offers a rewarding employment experience for those who excel in a dynamic environment and who can consistently deliver high-caliber customer service.

We thrive on ingenuity and pursue ideas every day that lead to extraordinary opportunities for tomorrow.

The temporary Facilities Assistant role supports Business Operations management and its team members in all aspects of the department’s day-to-day business functions while also ensuring department efficiency to best serve the needs of the organization.

This is a part-time on site opportunity working from 79 New Montgomery in San Francisco.

The ideal candidate will work on Mondays, Wednesdays & Fridays and be able to support with administrative tasks, invoice management and as well as site walkthroughs.

Responsibilities:

• Answer incoming phone calls, taking messages, checking voicemails and directing callers to the appropriate person or department, and generally managing department phone lines.
• Schedule vendor, emergency vendor, contractor and other services appointments as needed.
• Liaise and facilitate communication between Business Operations and other organization departments.
• Initiate and track service calls, emails and work orders as they pertain to business needs.
• Prepare invoices for department leadership review—review for accuracy, log, code, print/email, file and monitor.
• Research and collect pricing information from various vendors or retailers for products and services as directed.
• Maintain and monitor department calendars.
• Collect and distribute mail.
• Print, prepare and maintain department records, matrices, contacts and other documents as requested.
• Assist with preparing academic and housing building facility checks at each semester start.
• Work with Academic Administration, General Administration and Housing to ensure cleanliness and functionality of all campus buildings and facilities. This may require but is not limited to walking buildings, creating work orders and keeping department leadership informed of any issues.
• Preparing and posting of permits, certificates, notices and other relevant signage with buildings as requested.
• Assist with walkthroughs and/or meet with inspectors at Academy buildings throughout the year as needed to ensure safety and compliance requirements are being maintained.
• Conduct building observation reporting of the Academic and Housing facilities as requested by department leadership.
• Maintain the Office Catalog in collaboration with HR and General Administration. This may include data entry using Sharepoint, gathering photo documentation and notifying various departments of the facility changes.
• Assist with special projects as needed.

Qualifications:

• Proficiency with Adobe Suite, MS Office, and MacBook preferred with the ability to learn new computer programs quickly.
• At least one year of experience in an office setting.
• Passionate about student success and higher education.
• Excellent written and telephone communication skills.
• Excellent time management and organizational skills.
• Able to thrive in a dynamic and deadline-driven environment.
• The ability to work independently

Compensation:

$19.61 to $23.00 per hour

Benefits:

• Academy of Art University offers part-time employees 401k options, paid sick leave and access to a commuter benefit program.

Application Deadline: November 16, 2026

Academy of Art University is an equal opportunity employer. All applicants will be considered regardless of age, Aids or HIV positive status, marital status, domestic partnership, medical condition or genetic characteristics, race or national origin, pregnancy, religion, sex, gender identity, gender or sexual orientation, name change, citizenship, physical or mental disability, veteran status or other status protected by federal, state, local or other law. Academy of Art University will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. Equal access to the hiring process, services, and employment is available to all persons. Applicants requiring accommodations to the application and/or interview process should contact the Human Resources Department at [e-mail].

Academy of Art University, established in 1929 by Richard S. Stephens, transforms aspiring students into professional artists and designers. For three generations, the Stephens family has been devoted to the development of aspiring artists and has held the fundamental belief that with proper instruction, hard work and dedication, students can learn the skills necessary to become artistic professionals.